Information for Financial Managers

News & Updates

1.18.2011: Reallocation Schedule for Procards:

http://louisville.edu/procard/forms/reallocationschedule.html

12.7.10: "Hotel Credit Card Authorization Form" and "Instructions":  http://louisville.edu/finance/controller/acctops/forms.html

12.7.10:  Travel Update -

Effective January 1, 2011, the standard mileage rate for business reimbursement will be $.51 per mile.  The rate for moving will be $.19 per mile.  The University Travel Voucher form will be updated with this change on January 17, 2011 to allow departments time to submit all 2010 travel before the form is updated.  The Travel policy will also be updated accordingly.

12.07.10:  New Procard Validation Process - Link to PDF with new instructions:  PROCARD Budget Validation Process

12.1.10:  Foreign Vendors - Policy changes effective 1/1/2011

• Controller's Office has been accepting faxed/e-mailed copies of the W-8BEN form from foreign vendors to issue payments - with the understanding that the department would obtain an original form prior to subsequent payments being made.  Effective January 1, 2011,  the form with original signatures will be required prior to any payments being issued (including for wires).  Obtaining an original form is an IRS requirement.  See the Controller's office website for more information!  http://louisville.edu/finance/controller/policies/newvendor.pdf
   

10.1.10:  Per-Diem Meal Rates

• Effective October 1st, the US General Services Administration has updated domestic per diem meal rates.  The University will also update accordingly.  The new rates will be loaded into the travel voucher form on October 18th.  This will allow departments to submit travel that occurred prior to October 1st before the voucher is changed.  There are very few cities that changed - the standard CONUS rate is still $46 ("other" cities), and the high area cities are still $71 per day.  Some cities that used to be a higher rate (i.e. $51 or $56) are now the standard $46 rate.  If you would like to review the new rates before the voucher is updated, please click on:  http://www.gsa.gov/portal/category/21287

 Policy Changes - 2010

• Effective March 1st, the University Travel Policy and Travel Voucher form will be updated.  Some of the main updates that you will want to be aware of are:  New Travel Policy Info

• Conflict of Interest and Commitment Policies (Avoid conflict of interest and commitment)

New/Updated Forms - 2010

• Posted 5/26/10 - Updated Procard Reconciliation Form (excel doc)
  

• Posted 3/1/10 - Received Equipment Form.  Use this form when equipment with value of >$1000 is purchased with a UofL procard so that you may request an inventory tag for the equipment.
  

 Controller's Office

• Training Information - Visit Controller's office website for more training information!

• Petty Cash Form
• Policies and Procedures
• Effective February, 1, 2010, gift cards cannot be purchased with the University ProCard due to Account and Tax changes. New policy/procedures governing the purchase/use of gift cards can be found at:  http://louisville.edu/finance/controller/policies/giftcards.pdf 
  
• Controller's Office Forms
• PNC VISA Gift Cards:  http://louisville.edu/finance/controller/treasurymgmt/tmpolicies.html

 Grant Information

• Grants and Sponsored Programs
• Grants and Sponsored Programs Policies
  

• Grant Proposal Instructions (Word Doc)
  

• Subcontract Information Form (Word Doc)
• Cost Justification Transfer form (PDF - Revised 11/09).  The new Cost Transfer Justification Form should accompany all transfers that involve a sponsored speedtype, (i.e. prefix GB, GN, IB, IN). 
• Grant Re-Budget Request Form - Coming Soon!
  

Information Technology (IT) Forms/Processes

•  AT&T web and audio conferencing (Word Doc)
• http://louisville.edu/it/site/forms/request-services.html
  

Personnel/Payroll

• Timesheets (Word Doc)
• What to do when an employee leaves the university:  Click Here

 Postal Services

•  Posted -  Feb. 25:  UPS electronic shipping mandate
  Postal Services no longer is ordering pre-printed UPS labels for the university. Departments have until Feb. 15 to sign up for CampusShip for shipping all of their UPS items. Please see the link at http://louisville.edu/postal/offcampusmail/campusship.html.  
• New UPS policy:  All UPS items should be dropped in a UPS collection box or given to your University Postal Services carrier. UPS now charges a $6.30 fee for picking up in your office. For more information, please see the news item at http://louisville.edu/postal/aboutdepartment.

Purchasing

• Procedures for adding Vendors in PeopleSoft (PDF)
  

• Purchasing forms
• Procurement Card Program (UofL credit card info)
  

•  University of Louisville W-9 Forms and IRS Letters of Determination

•  E-Procurement Requisition - How To (PDF) This pdf file is a compilation of screen shots of all the steps to create a Purchasing requisition. Click on the "Requisition - How To" link above, at the next screen - Right click on the "Click here to get the file" link, choose "Save Link As..." and save it to your desktop for viewing and/or printing.

Reconciling Budgets

• Reconciliation Training - for Grants and Programs
• Procard Reconciliation Form (Excel Document)
  

Training Documents - How To...

• How to View Budget Reports using ULINK (Word document)
  
• How to Create an Equipment Requisition using e-Pro (Word document)
  

 Travel

• Controllers Office Travel Information: Scroll down the list of forms until you get to the travel forms:  Travel Expense Voucher (XLS), Travel Advancement Form (PDF) and Travel Advance Reconciliation Form (PDF)
• Travel Policy Guide
  
• Louisville International Airport Website

 Website Contact Information

 Please contact the Kent School webmaster with questions regarding this website: